Creating a New Invoice

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Overview

 

A new Invoice based on an existing Order can be raised from the Documents page, Order Summary or Order View page:

 

Do-it Select invoice_create_button in the dropdown list and Click go

 

The Invoice Creation Page is displayed.

 

managinginvoice_create_new_main

 

The header details of the Invoice is highlighted in yellow and this header must be saved before any lines can be added. If auto-numbering for Invoice has been disabled within the Admin - General Admin module, an Invoice number must be entered.

Once this number has been entered, or if auto-numbering for Invoices has been enabled, the save button can be clicked on to save the header and create the Invoice.

 

managinginvoice_create_new_main_saved

 

It is also possible to edit an existing Invoice that has not yet been sent to the buying organisation (see Editing an Existing Invoice).

 

From this page you can:

 

Do-it Click back to return to the Documents page

 

Do-it Click PrintPreview to print the Invoice

 

Do-it Click DocumentDelete to delete the Invoice

 

Do-it Click DocumentSend to send the Invoice to the buying organisation

 

Do-it Click edit to change the Invoice header / comment details

 

Do-it Click addnew to the right of Document_attachments_box to add an attachment to the Invoice

 

Do-it Click addnew to the right of non_order_line_details to add a line not on the Order

 

Do-it Click AddMultiple to add all lines from the Order lines

 

Do-it Click add within the Order lines to add a single line to the Invoice

 

Do-it Click edit within managinginvoice_settlement_details to change the Invoice payment details.

 

NOTE: You may not be able to send an Invoice without entering further information (for example one or more invoice lines). Until these actions are complete, the send button will be unavailable:

 

DocumentSendGrey

 

Details displayed on this page include the following:

 

       Bullet Dated - The date of the invoice as stated by the buying organisation.

 

       Bullet Tax Point - The date that you are liable for the VAT of the invoice.

 

       Bullet Raised - The date & time that the invoice was raised by the system.

 

       Bullet Sent - Whether or not you have sent the document to the buying organisation.

 

       Bullet Currency - The currency of the invoice values.

The default currency for the Supplier Portal is GBP (Great British Pounds).

If an alternate currency has been used by the sender for the Order that this Invoice is responding to, the following will be displayed:-

 

ordersummary_altcurrency

 

•The EUR is the alternate currency e.g. EUR = Euros
•The Rate is the currency applied exchange rate between this currency and GBP e.g. 1.494
•The Source is the source for the exchange rate e.g. HMRC

 

       Bullet Value Excl.Tax - The total value of the invoice excluding tax.

 

       Bullet Total Value - The total value of the invoice including tax, if appropriate and known.

 

managinginvoice_header_view

 

You can display further details about the parties to the invoice by clicking expand next to parties and the details will be displayed:

 

managinginvoice_parties_view

 

 

Further details displayed include:

 

       Bullet Related Documents - Other documents that are associated with this invoice. Clicking

       on a document will cause the display to switch to that document

 

Bullet Attachments - any attachments added to this document.

 

       Bullet Comments - Further comments added by you regarding this invoice

 

Line details displayed include:

 

       Bullet Line - A number indicating the sequence of the lines

 

       Bullet Item Code, Classification, Description & Comments - The code used for the goods or services, any classification e.g.        UNSPSC codes, its description and any comments about this line of the invoice

 

       Bullet Supplied - The date on which the goods or services were sent or provided

 

       Bullet Quantity - The number of units of the item being invoiced

 

       Bullet Unit - The unit of measure of the item

 

       Bullet Price - The price of one unit of the item

 

       Bullet Extended - The value of this line of the invoice, excluding tax

 

       Bullet Tax Rate - The rate of tax that applies to this line of the invoice

 

       Bullet Line Total - The value of this line of the invoice, including tax

 

managinginvoice_lines_view

 

 

Order details displayed include:

 

       Bullet Line - A number indicating the sequence of the lines

 

       Bullet Item Code, Manufacture, Description & Comments - The code used for the goods or services,        its description and any comments about this line of the invoice

 

       Bullet Quantity - The number of units of the item being invoiced

 

       Bullet Unit - The unit of measure of the item

 

       Bullet Price - The price of one unit of the item

 

       Bullet Extended - The value of this line of the order, excluding tax

 

       Bullet Invoiced - for commodity based order lines this field displays the total quantity invoiced, for service based order lines this field displays the total value invoiced.

 

       Bullet Add to Invoice - The quantity or value to be added to this invoice

 

managinginvoice_orderlines_view

 

 

Invoice footer details include:

 

       Bullet Terms - Payment Due days, Settlement Discount days and percentage and

       General Discount percentage, if offered

 

       Bullet Ext. Subtotal The total of the extended values of all the lines i.e. excluding tax

 

       Bullet Tax - The total tax value

 

       Bullet Total - The total value of the invoice, including tax

 

managinginvoice_footer_view

 

NOTE: See How Tax Values are Calculated for more details regarding tax calculation